A resignation letter is a formal document that notifies your employer of your intent to leave your position. It serves as an official record of your departure. The primary purpose of this letter is to ensure a smooth conclusion to your time with the company, which helps maintain your professional reputation and keeps the door open for future references.
How to Start Your Resignation Letter
The beginning of your resignation letter should be direct and unambiguous. Your opening sentence must accomplish two things: formally state that you are resigning and specify your final day of work. This immediate clarity respects your employer’s time and allows them to begin the transition process promptly.
A straightforward approach is best. A simple and professional opening line could be, “Please accept this letter as formal notification that I am resigning from my position as [Job Title] at [Company Name].” This sentence is clear, polite, and contains the necessary information to establish a professional tone.
Another effective option is to state your final day directly in the opening. For example, you might write, “I am writing to inform you of my resignation, effective two weeks from today’s date, [Date].” A slightly more personal, yet still professional, alternative is, “It is with regret that I submit my resignation from my role as [Job Title], with my last day of employment being [Date].”
Regardless of the specific wording you choose, you must be precise. Avoid vague language like “I’m thinking of leaving” or “I’ll be moving on soon.” Such statements can create confusion and may not be taken as a formal resignation, so the opening should leave no room for misinterpretation.
What to Add After the Opening
Following your direct opening statement, it is a good practice to include a brief expression of gratitude. A simple, sincere acknowledgment of the opportunity you were given is sufficient. A single sentence can convey your appreciation for the experience and skills you gained during your tenure.
For instance, you could add a line such as, “I am grateful for the opportunity to have worked at [Company Name] for the past [Number] years and for the professional development I have received.” This reinforces a positive relationship, which can be beneficial for future professional references.
It is also considerate to offer your support during the transition period. This gesture shows your commitment to the company’s success even as you prepare to depart. State your willingness to help train your replacement or document your projects to ensure a smooth handover.
An offer of assistance should be concise and realistic. A statement like, “I am happy to assist in any way possible to ensure a smooth transition over the next two weeks,” is appropriate. This shows professionalism without overcommitting yourself to unmanageable tasks.
What to Leave Out
What you choose to omit is as important as what you include. The letter should never be used to air grievances or express negativity. Avoid complaints about your manager, colleagues, salary, or the company culture, as this can harm your professional reputation.
Do not feel obligated to provide a detailed explanation for your departure. It is sufficient to state that you are leaving without going into specifics about your new job or personal reasons. Sharing too much information can lead to uncomfortable conversations or counteroffers.
Be careful not to make promises you cannot keep regarding the transition. While offering to help is a professional courtesy, avoid grand commitments about your availability after your last day. Promising to be on-call or to complete major projects after your departure is unrealistic and can create complications.
A Professional Resignation Letter Template
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
Please accept this letter as formal notification that I am resigning from my position as [Job Title] at [Company Name]. My final day of employment will be [Your Last Day], two weeks from today’s date.
Thank you for the opportunity to have been a part of the team for the past [Number] years. I have valued my time here and appreciate the experience I have gained.
I am dedicated to ensuring a smooth transition during my final two weeks. I am available to assist with training my replacement and documenting my responsibilities.
Sincerely,
[Your Signature]
[Your Typed Name]